| Q: I see that Microsoft Office 2007 and 2010 offer a new file format called XPS. I have read that it supports the paperless environment, and I wonder if our firm should be using this format as we go paperless. Can you give us some advice? Show
A: XPS (XML Paper Specification) is a file format developed by Microsoft that offers an alternative to Adobe Systems’ PDF (Portable Document Format). Both PDF and XPS file formats are used frequently to produce finalized documents that are ready to be shared, such as financial reports, tax returns, legal documents, contracts, newsletters and resumes. A key advantage of both XPS and PDF formats is that the fonts used in the document are embedded in the file so that the document will display and print properly on other computers and printers.
Both formats work well, but for Office 2007 and 2010 users, an advantage of the XPS format is that no additional software is required to view the XPS-based documents because Microsoft Word automatically views XPS-based documents. (In contrast, PDF documents require the user to download a PDF reader, such as the Adobe Acrobat Reader, to view the document. Likewise, users who do not have Word 2007 or 2010 installed will need to download the Microsoft Word Viewer to view XPS-based files. Both the Acrobat Reader and Word Viewer are free downloads.)
There are two methods for creating an XPS document in the 2007 and 2010 editions of Word and Excel. You can either save the file using the XPS file format or print the document to the Microsoft XPS Document Writer. Both methods are described below:
1. Saving method. From the Office Start button or File tab, select Save As, and select the XPS Document option from the Save as type: dropdown box shown on the previous page, provide a file name in the File name: box, and click Save.
 2. Printing method. From the Office Start button or File tab, select Print, set the Printer option to Microsoft XPS Document Writer, and click the Print button.
The printing method allows you to produce XPS documents from any application such as database, accounting software, and tax preparation applications.
Note: Once a document is printed or saved as a PDF or XPS file, it cannot be easily edited or converted back to its original file format without specialized third-party software. A PDF file can be opened in a browser or a PDF reader, the XPS format can also be opened with a browser or in the XPS viewer. Although both can be used to view documents, they can also be used for editing and saving if necessary. However, there are differences between the two formats that need to be considered. The PDF format is the older one and can be viewed and edited across platforms� . FAQ 147: Updated on: 28 August 2021 15:57 Windows Keywords: beginners, difference, between, PDF, XPS, formats, same, goal, opened, browser, Questions, Answers, Software The XPS format is Microsoft’s alternative to PDF. It was introduced in Windows Vista, but never gained much traction. However, modern versions of Windows continue to include better support for XPS files than PDF files. Once regarded as a possible “PDF killer,” the XPS file format now lives on in Windows seemingly out of sheer inertia. The average person should stay away from XPS files and use PDF files instead. Note: If you’re using Windows 10, they’ve finally added built-in support for printing to PDF files, so you will hopefully never need to deal with an XPS format file again. Continue reading the following for posterity and use PDF instead of XPS. What’s an XPS File?Think of an XPS file like a PDF (or PostScript) file. An XPS file represents a document with a fixed layout, just as a PDF file does. XPS also includes support for other features that you’d find in PDF, like digital signatures and DRM. RELATED: How to Print to PDF in Windows: 4 Tips and Tricks XPS is now technically a standardized, open format – it stands for Open XML Paper Specification. XPS is an open format in the same way “Office Open XML” is an open, standardized format for Microsoft Office documents. Other software companies haven’t jumped to include XPS support. By default, Windows 8 uses the OXPS file extension for XPS files it generates. OXPS stands for OpenXPS – it’s the standardized version of the original XPS format. It’s actually not compatible with the XPS Viewer included with Windows 7, so you have to convert OXPS files to XPS if you want to view them on Windows 7. In short, an XPS file is Microsoft’s less-compatible version of a PDF file. XPS Functionality Included With WindowsWindows Vista, Windows 7, and Windows 8 all include built-in XPS tools. Even Windows 8 has better support for XPS files than it does for PDFs.
While Windows 8 touts better support for PDFs because of its Modern “Reader” app, you will need a third-party app if you want to view PDF files on the desktop or print to PDF files. When Should You Use XPS Files?While XPS was regarded as a possible “PDF killer” when it was included with Windows Vista six years ago, it never became very popular. Even though Windows prods its users into printing to XPS files rather than PDF files by including the XPS Document Writer printer, few users seem to create XPS files. It’s unclear why you’d actually want to create an XPS file instead of a PDF file, unless you need to print a document to a file and can’t install a PDF printer. Microsoft has certainly not been making a case for XPS files being better than PDF files and has been silent on any reason to use them in recent years. In fact, Windows 8’s inclusion of a PDF viewer can be seen as Microsoft taking a step back, introducing support for a competing document format. While the advantages of printing to XPS files are unclear, the disadvantages are fairly clear. The world has largely standardized on PDF files, while XPS files remain little-used. If you’re trying to send someone a document, you can bet they’ll be familiar with PDF files and will be able to open it. An XPS file may look unfamiliar and the recipient may not be able to open the file. For example, Macs don’t include built-in XPS file support, but they do include built-in PDF support. Many other programs may support PDF files, but won’t support XPS files. There are third-party viewer applications that can read XPS files, but support is nowhere near as common. In summary, you probably don’t want to use XPS files for your personal documents. XPS seems neglected, like another Microsoft technology introduced around the same time: Silverlight. Silverlight was supposed to be Microsoft’s “Flash killer,” but it’s now being set aside. Just as Silverlight failed to replace Flash, XPS can’t seem to replace PDF. What is XPS format used for?It is a paginated fixed-layout format that retains the look and feel of your electronic documents. As a form of electronic paper, the XPS format provides a way in which you can easily create, share, print and save digital documents.
Can XPS files be opened in PDF?You can also open and convert XPS files to PDF using Google Drive on any computer, or use an XPS-to-PDF conversion website, which will also work on a phone or tablet.
Is an XPS document editable?Similar to a PDF, an XPS file is a fixed-layout document that cannot be edited, which means it does not lend itself to being opened in a document editor like Word.
Can anyone open an XPS file?It was invented by Microsoft as a replacement for PDF files. XPS files can be used to archive and share files you routinely use for your business, such as contracts, receipts, memos, invoices or Web pages. The files are created by Microsoft XPS Document Writer, but can be opened by Microsoft XPS Viewer.
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